Litigation Administrative Assistant

Nelson Mullins Riley & Scarborough, LLP•West Palm Beach, FL

1d•Onsite

About The Position

Nelson Mullins, an AmLaw 60 Firm, is seeking an experienced Litigation Administrative Assistant to support their National Civil Litigation Team in the West Palm Beach office. This role provides comprehensive administrative and clerical support to a fast-paced litigation practice, working closely with attorneys and team members to ensure efficient case management and seamless coordination of all litigation activities. Responsibilities include drafting, formatting, and proofreading a wide range of legal documents, managing electronic filings in Florida state and federal courts through systems like the Florida ePortal and CM/ECF, and ensuring compliance with rules. The position also involves monitoring court dockets, tracking deadlines using the firm’s docketing system, and assisting with all phases of case preparation, including hearings, mediations, depositions, and trials. Additional duties include handling discovery materials, processing correspondence, supporting document production, serving as a professional point of contact for clients and courts, coordinating schedules, maintaining attorney calendars, and arranging meetings. The role also supports key administrative functions such as billing, time entry, expense processing, conflict checks, and matter management. This is an in-office position requiring regular on-site presence.

Requirements

Minimum of three years of experience supporting attorneys in civil litigation matters in both federal and Florida state courts.
Demonstrated proficiency in preparing, formatting, and proofreading litigation documents.
Demonstrated proficiency in managing electronic court filings.
Strong ability to organize and track discovery materials.
Ability to manage high-volume document workflows.
Ability to review court filings while accurately processing docketing requests and deadlines.
Excellent written and verbal communication skills.
High level of professionalism when interacting with attorneys, clients, courts, and internal teams.
Strong organizational abilities.
Strong analytical abilities.
Strong multitasking abilities.
Capacity to manage competing priorities in a fast-paced, deadline-driven environment.
Proficiency in Microsoft Word, Excel, and PowerPoint.
Familiarity with legal billing guidelines and client invoicing processes.
Highly organized and detail-oriented professional.
Thrives under pressure.
Works collaboratively.
Anticipates needs.
Takes initiative.
Committed to delivering exceptional client service.

Responsibilities

Provide comprehensive administrative and clerical support to a fast-paced litigation practice.
Work closely with attorneys and team members to ensure efficient case management and seamless coordination of all litigation activities.
Draft, format, and proofread a wide range of legal documents, including court filings, discovery requests and responses, contracts, and correspondence.
Maintain accurate and well-organized electronic and paper files in NetDocuments.
Manage electronic filings in Florida state and federal courts through systems such as the Florida ePortal and CM/ECF.
Ensure strict compliance with applicable rules, procedures, and judicial preferences.
Monitor court dockets and notices.
Track and coordinate deadlines using the firm’s docketing system.
Assist with all phases of case preparation, including hearings, mediations, depositions, and trials by assembling binders, exhibits, and witness materials.
Handle discovery materials.
Process incoming and outgoing correspondence.
Support document production and docketing requests.
Serve as a professional point of contact for clients, courts, vendors, and internal teams.
Coordinate schedules.
Maintain attorney calendars.
Arrange meetings, mediations, hearings, and depositions.
Support key administrative functions such as billing, time entry, expense processing, conflict checks, opening new matters with engagement documentation, and closing matters in accordance with firm guidelines.